10 [More] Things I love about ClearPoint

Webinar 68 in the "I Didn't Know ClearPoint Could Do That!?!" Webinar Series

Transcript

Outline

  • Intro (0:00)
  • Agenda (0:58)
    • Easy Updating and Audit Tracking (1:55)
  •    My ClearPoint (1:55)
  •    Revision history (3:10)
    • Automation (4:21)
  •    Schedules (4:21)
  •    Calendar (7:00)
  •    Copy forward (8:40)
    • Customization (11:00)
  •    Custom status indicators (11:00)
  •    Custom styles (12:00)
  •    Tags (13:19)
  •    Dependencies (16:00)
  •   Default layouts (18:56)
    •    BONUS: Getting Started Guide (20:00)
    •   Questions (21:55)

Intro

Michael: Hello everyone, and welcome to the “I didn’t know ClearPoint could do that!?!” webinar series

Today, we’ll be picking up where we left off in the 10 Things I Love About ClearPoint webinar with 10 [More] Things I Love About ClearPoint! If you would like to view the original webinar, be sure to check out that recording and transcript on our website or Vimeo channel!

But before we get started, here are your smiling hosts, I’m Michael!

Reah: And I’m Reah!

Michael: As a few housekeeping announcements:

We will be recording this session and will make it available within a week

The webinar will last about 25 minutes with time for questions at the end

So you can submit your questions to our Q&A chat box!! This is located in the toolbar at the bottom of the Zoom window.

As always, any that we don’t get to, we’ll follow up with over email!

Now, on our last installment, we hosted a webinar on reporting workflows, so if you want to learn how you can do project management using Reporting Workflows, be sure to check out that recording and transcript on our website or Vimeo channel!

Agenda

Reah:  Today, we’ll highlight ten more of our favorite things about ClearPoint that are often overlooked OR forgotten! These things can be huge timesavers so we want to make sure you are taking advantage and are feeling as MUCH ClearPoint love as our team does!

So first, we’ll cover ways to do some easy updating and audit tracking. Next, we’ll walk through some automation features that will save you time during your reporting cycle And lastly, we’ll go over some customization features that will allow you to make your ClearPoint account unique.

Michael: So again, if you have any questions you’d like us to address during the webinar, be sure to submit them to the Q&A located at the bottom of your Zoom toolbar!

Reah: Okay Michael, let’s jump into the 10 things!

Michael: Hmmm well I’m a big fan of trying a new restaurant, playing tourist in your hometown, taking a hike, making a fun new recipe…

Reah: Michael, we’re talking about ten things I love about ClearPoint, not your 10 date ideas for Valentine’s Day. I’ll get us started! Let’s click into ClearPoint and talk about the first thing I love about ClearPoint is our My ClearPoint section!

Easy Updating and Audit Tracking (1:55)

My ClearPoint (1:55)

Reah: I love the My ClearPoint because this section is all about me!

From here I can click into My Updates. My updates is a simple view for user data entry. Everything users are responsible for updating is located on this one page. From here I can update all the elements I am responsible for.

From the My Favorites section you can access all your favorite pages in ClearPoint. Users can favorite reports or detail pages, which can then be accessed quickly from this page.

From the My Scorecard section, it shows you all the elements you are marked as either the owner or collaborator of.

And lastly, from the My Notifications section, you can see the elements that you have set any notifications on, organized by notification template.

As much as I love myself, I do love ClearPoint and all it’s cool features!

Michael: You know Reah, whenever a date doesn’t go great, I always like to look back and reflect on how things could go better. Is there anything like that within ClearPoint?

Reah: Michael, I think you may need to just let go, but looking back does take us to our next favorite thing, Revision History!

Revision History (3:10)

Reah: As an admin in our ClearPoint account, one thing that has been a lifesaver has been the Revision History page. Under system settings, you’ll find the revision history. Here I can see what my users have been up to and check if they are editing the items they are responsible for! You even have the ability filter by scorecard, element type, user, reporting period, action, and API Keys.

What I really love about the revision history feature is that when a user reaches out about a measure they own and wants to know who made updates, we can even view the revision history for the individual measure!

So if we click into Measures and then go to our Expenses measure, we will be able to view this measure’s revision history from this detail page.

We do this by clicking the gray down arrow next to the pencil icon. Next, we click Revision history, and now we can see all the activity for this measure!

Revision History is great for looking into the past, but I prefer making plans for the future, which brings us to our next favorite thing in ClearPoint, schedules!

Automation (4:21)

Schedules (4:21)

Michael: Oh I love having a schedule and setting dates, although sadly none of my dates seem to work out.

Reah: Michael, this is starting to get awkward…

Michael: Well at least there is nothing awkward about using schedules in ClearPoint. You set a date and ClearPoint will stick to it! Schedules can be used to send out email reminders to users to make their updates, pull in uploads from Excel files through our Data Loader, send out PDF reports to leadership automatically, and much more!

For example, say I want to set a schedule for a Briefing Book to be automatically sent out to our team. In order to set a schedule for a Briefing Books, you first need to go to Documents and then Briefing Books. Let’s put our Quarterly Financial Report on a schedule to be generated on a set date. We do this by clicking on the green pencil icon, or the edit button.

This will open up the edit window, where we next will want to navigate the Schedules tab. From here, we will click on the plus icon to add a schedule for this report. We’ll name our schedule and choose the first run date to be April 1st and have it run at 9am.

If we would like this report to be generated frequently throughout the year, we can click on Recurrence to choose how often it will repeat. We can have it generated on a daily, weekly, or monthly cadence. If we wanted this report to be generated quarterly on the first Monday of the month, we would select Monthly, specify every 3 months, and then choose the first Monday of the month.

Reah: This is great Michael but what if I don’t want to have to click into Briefing Books to set up my schedules. Is there a page in ClearPoint just for my schedules?

Michael: Great question, Reah! There is actually a page to view all of your schedules and create new ones. You can find this under Automation and then click on Schedules. The “Manage Schedules” page shows you a list of all the schedules you have set up within your account and allows you to manage them from one page. If you want to create a new schedule, you click on the plus icon, give your schedule a new name, such as Annual, and then choose what scheduled task you want to do. If we were to choose Generate Briefing Book, we then have the option to select a particular Briefing Book, such as Annual Report, within our account and then proceed to setup the schedule for that briefing book. Once we are done, we’ll click Save and it will be added to our list.

Reah: Hey Michael, do you know who always has a date on Valentine’s day?

Michael: Well not me….but who?!

Reah: A calendar!

Michael: A Calendar! I would have never guessed. But that reminds me of one of the other features I love about ClearPoint, calendars

Calendar (7:00)

We can view all of the schedules we just talked about in one place on a calendar view! To access the Calendar view, you will click on the blue calendar icon.  From here, I can see any reminders I have going out, when the data will be updated, and I can ensure I have reviewed all of my information before a briefing book goes out to leadership!

Reah: Umm Michael, what is that reminder you have for February 14th? Buy ice cream and watch Dirty Dancing?

Michael: Well sadly none of my top 10 date ideas worked this Valentine’s Day, but there is always next year! Now, if we were to click to April 2022, we will see that the Quarterly Financial Report ,that we just set a schedule for, is going to generate. As you can see, the calendar view displays a lot of your automated processes, including your Reporting Workflow emails. This view brings together many elements of your reporting cycle from automatic reporting generations to automated email reminders. This view is great for the busy manager who needs to see their whole reporting process in one place!

Reah: Wow that is pretty handy, Michael. I love how we can see the whole reporting process from this view. However, that doesn’t solve the main heartbreak I’ve been experiencing this year which is rolling over my historical information from one period to the next.

Michael: Well while I heavily recommend some ice cream and Dirty Dancing to heal a broken heart, our next favorite feature may just do the trick, copy forward!

Copy forward (8:40)

Michael: Copy forward is a useful feature to copy your information from one period into the next, and is useful when you want to review your notes from a previous period. You can easily copy forward information for individual fields, elements, or your entire scorecard.

For example, let’s say we clicked into the measure Revenue and we wanted to copy forward the Analysis from January 2022 into February 2022. We could do this by double clicking on the field and clicking on the blue Copy Forward button. This will open up a window asking us to confirm if we want to copy forward information for this field from the previous period. We will click Copy Forward to confirm, and then the Analysis field will copy forward the information.

Reah: Wow my heart is already starting to heal!  But Michael, it seems like a pain having to do this for every field. Is there no way to bulk copy forward information?

Michael: That’s a great point, Reah! We can actually bulk copy forward information for a whole scorecard! We do this by going to the Scorecards tab and clicking on Manage Scorecards. Next, we will click the blue rounded arrow icon next to the scorecard that we would like to roll over data for.

This will open a new window where we will first select the Source Period, or the period that currently holds the information that we want to copy. Let’s choose January 2022 for the Source Period. After we choose the Source Period, we will next select the Destination Period which is the period that our information will be copied into. Let’s choose February 2022 for the destination period.

Once we are done selecting the periods, we will next select the elements that we would like to copy forward information into. Let’s copy forward information for both Objectives and Initiatives.

Lastly, we will choose the type of data that we would like to copy forward. For this example, we will copy forward the status. When everything is set we will click Copy Forward. And just like that, you have bulked copy forward your information within this whole scorecard!

Reah: I’ll admit it’s pretty cool being able to easily roll over all our statuses for the scorecard like that, but imagine if we could customize those statuses! Which brings us to our sixth favorite thing, custom status indicators!

Customization Features (11:00)

Custom status indicators (11:00)

Reah: The ability to customize your status indicators gives you so much flexibility within ClearPoint.  To create a custom status indicator you will go to System Settings and click on Admin Options. Next, we will click status indicators to open the menu.

To add a new status indicator, we will click the plus icon. Next, we will name the status indicator, we’ll call this status On Track. If we want to add our own icon, we can check the box Use Custom Status Indicator. Here you can upload your own image as a status indicator.

For this example, we are just going to use the default green arrow up status icon and click Save.

If you scroll down, you can see an example of a unique status icon with the heart shaped status indicator that we previously added to our account.

Michael: Wow, custom status indicators are really cool!

Reah: Just wait until you hear about our next favorite thing in ClearPoint, Custom Styles!

Custom styles (12:00)

Reah: I personally love that ClearPoint lets you customize the look of pod and table styles. This means you can change the look of pages in ClearPoint to match your organization’s branding and colors.

To create a pod style, we click into Custom Styles.  Next, we will click the green plus icon. From here you can add a pod style name, so we’ll name this Pink, and then under Pod Header we will apply a pink color. Once we have chosen our color, we will click Save.

Now, that we created our pod style, let’s apply it! Click into a detail page. For example, lets go to Measures and click on Expenses. Next, click the arrow next to the plus icon and click edit layout. Choose a pod to edit and Click the green edit icon next to it. Click the custom pod styles and select the pod style name Pink that we just created. Click save! Now you have colorful pods on your detail pages.

Michael: That’s a pretty cool feature, and allows for a lot of customization within ClearPoint. Speaking of customization, our next favorite feature within ClearPoint allows you to do a lot of custom calculations and filtering.

Tags (13:19)

Michael: The feature I am referring to is Tags, which is available to our enterprise customers. Tagging provides the opportunity for users to group objects together in ClearPoint. Users can customize tag names and colors, and apply these tags across multiple elements. This can come in handy when using Bulk Changes or setting up large aggregations. You can also filter a report through tagging too!

In order to create a tag, you first need to go to System Settings – Admin Options, and then click on the Tags tile. Next, you will click on the plus icon to create a new Tag. Let’s create a tag to identify all the measures we love! We’ll name this tag, Love, and assign the color pink to it. Then we will click Save.

To assign these tags to our measures, we will click on Measures and then Manage Measures. Here we will click on the edit icon next to a measure we love and go to the Edit Fields tab. In the Tags field, we will choose “Love” and then click Save. We will repeat this process for every measure that we love. You will notice that once it has been assigned, the tag will now appear next to the measure’s name.

Now that we have assigned a tag to multiple measures, let’s filter a report! We can do this by going to Measures and clicking on the report, “Measures we love!”. At the moment, this report is just showing all of the measures within our scorecard. In order to filter it on the Love tag, we will click on the pencil icon and go to the filter tab. Here we will click on Add Filter and then choose Tags under the Field Dropdown. In the Comparison dropdown box we will select Contains and then choose Love in the Value box. We will click Save and then Save again to apply this filter to our report. Now our report is only showing the measures that we love!

And as I said before, this is only one of the many things you can do with tags!

Reah: Wow so instead of having to go through and choose all the measures I want to include within a report, I can use tags to speed up the filtering process. Talk about a time saver!

Michael: ClearPoint is full of time savers, which brings us to our ninth favorite feature..

Dependencies (16:00)

Michael: Project dependencies is a new feature I love taking advantage of as the project manager on a lot of customer setups. Basically, this feature allows you to create dependencies between your initiatives and milestones, so that their dates automatically update when you make changes to one or the other. In other words, I could have my milestone dates update if I make a change to my initiative date, and vice versa.

Now let’s see project dependencies in action. First, let’s go to the Send out Valentines to customers initiative. You can see here that the start and end date for the initiative match the start and end date for the milestone. However, let’s say we want to adjust the milestone dates and have our initiative dates adjust accordingly. The first thing we will need to do is turn on dependencies. We do this by clicking on the pencil icon and going to Edit Fields. Next, we will scroll down to Dependencies, choose the second option, Automatically calculate Initiative dates based on Milestone start and end dates, and click Save. Next we will double click on Milestones, click the pencil icon, go to Edit Fields, adjust the milestone’s start and end dates, and then click Save. You will notice after we do this, the Initiative start and end dates will automatically update to match the new milestone dates.

We also have the option to have our milestone dates dependent on our initiative’s start date. We can do this by clicking on the pencil icon and going to Edit Fields. Next, we will scroll down to Dependencies, choose the third option this time, Automatically calculate Milestone dates based on Initiative start dates, and click Save. Next we will adjust the Initiative start date by moving it ahead one week and click Save. You will notice after we do this, the Milestone start and end dates will adjust by moving ahead one week to match the new initiative start date.

Reah: Wow what a cool feature! I’m feeling in such high spirits learning about all of these interesting things in ClearPoint. I may just crack a joke. Hey Michael, what did the calculator say to the pencil?”

Michael: Hmm I don’t know

Reah: “You can count on me!

Michael: Oh wow, that’s a knee slapper!

Reah: Well you can count on me to talk about the final feature we love about ClearPoint, Default Layouts!

Default Layouts (18:56)

Reah: You can easily create default layouts easily within ClearPoint. Click on a detail page for example let’s click into the revenue measure. Click the arrow next to the pencil icon and click edit layout. Here you can drag and drop pods onto the page and rearrange them as you see fit. Let’s add the Objectives onto the page. Once you are satisfied with your layout click save. Next, under system settings click on admin options. Click report options. Click the default layouts tab. Here you can select the element type, so let’s select measure, the scorecard, lets pick upward airlines, and pick the element name, revenue. There, your default layout you created is all set up!

Michael: Wow all these features are incredible! What can get better than all of these amazing ClearPoint features?!

BONUS: Getting Started Guide (20:00)

Reah: Well! There is one bonus item we wanted to share! In our support center, we have hundreds of amazing support articles that go through everything we shared today and more! In addition to that, we have this amazing Getting Started Guide video section. This can get any user up to speed in ClearPoint quickly! These are setup for admins and basic users, so everyone can get up to speed quickly!

Michael: Wow after hearing about all of these great features, I’m certainly feeling the love from ClearPoint! Before we dive into your questions, we wanted to put out a poll to see what parts of ClearPoint you loved the most while watching this webinar! And it looks like the winner is…schedules, by a mile!

Questions (21:55)

Michael: Looks like we have a question coming in… If you apply the custom style to one pod do you need to do it one by one for every detail page?

Great question! There is actually a way to bulk change a detail page across your account. For example, if we clicked into a measure and then clicked on Edit Layout, instead of clicking Save we can click the up arrow next to our Save button. This gives us the option to update only this measure’s detail page, all of the measure delta pages within this scorecard, all the measure detail pages for measures within this name, or all measures within your account. If we choose one of these options, then this measure’s exact detail page, along with its custom styles, will be applied through your account.

Reah: Oh I see another one coming in! When you create a custom status indicator, will it show up for all of your elements?

Great question! You can make custom status indicators unique to elements. You do this by going to System Settings – Admin Options and clicking on Status Indicators. Next choose the status indicator you want to edit and click the pencil icon. From here, you click to the Elements tab in the left navigation and choose the elements you want this status indicator to appear for!

Michael: Looks like we have a question coming in. She’s asking “can you add a company logo to a dashboard?” Yes, there are a lot of ways you can go about adding a company logo to a dashboard. For example, one of the ways we could go about doing that, let’s use Upward Airlines as an example. I click into Upward Airlines and you can see we have this field with the Upward Airlines logo. You can have this be a view and you can always customize this view. If you want to hide the background, you can come in here, edi the dashboard, and hide the background. This way now you don’t even have that white background, you just have that nice logo as well as your mission and vision. This is utilizing a picture field, so if you click into it, you have this image icon you can use to pull in your company logo and pull it onto your page and customize it as you want.

No problem, happy to answer the question.

Michael: Anyone have any last second questions? Alright, well it looks like that’s all we have time for today! Thanks for taking the time to check out our favorite things about ClearPoint! We hope you can now confidently say ‘I DID know ClearPoint could do that!’. See you next time, and Happy Reporting!

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